Privacy Policy

Bilberre provides Bilberre Events: the website at bilberre.com, the Consoles and event pages at addresses under bilberre.com, and the Bilberre Events staff app. In this policy, “Bilberre”, “we” and “us” mean the provider of these services.

You can reach us about anything in this policy at info@bilberre.com.

• A Console is an organisation’s own workspace on Bilberre, at its own address. Its team signs in with roles, and each person sees only the events they work on.
• Each event has its own page where guests register and receive a signed ticket, which they can also add to Apple Wallet.
• At the door, staff scan the ticket’s QR code with a phone. Organisers follow arrivals live and export reports.
• Optional features include a raffle drawn from guests who arrived, a stage screen, and the Event Ops Copilot, an AI assistant for the event’s staff.
• The Bilberre Events app lets an organisation’s staff do this work from an iPhone.

Your Bilberre account

When you create a Console we ask for your first and last name, your email address, a name for the Console and your language. If you choose “Continue with Google”, Google gives us your name, email address and Google account identifier. We do not receive your Google password and do not keep your profile photo. Before the Console is created we email you a single-use link to confirm your address; it expires after 30 minutes.

Team accounts

A Console’s staff accounts hold each person’s email address, display name, role, the events they work on and the time they last signed in. Passwords are stored only as a one-way hash, never as text.

Console and event content

This is what organisers put into their Console: the organisation’s name, brand colours, logos and fonts, event details such as the date, venue and schedule, page text, and files they upload, such as images and event briefs.

Guest information

Organisers add guests to an event, usually by importing a list. A guest record holds the guest’s name and email address. It may also hold an employee number, a department and other workplace details the organiser imports, such as job title, company or business unit.

As the event runs, the Console records registrations and their status, waitlist entries, tickets, check-ins (the time, the gate and the staff member who scanned), and raffle entries and winners. A ticket’s QR code holds a signed code, not the guest’s email address. An Apple Wallet pass shows the guest’s name, the venue and the doors time, and the employee number where the organiser uses one.

Emails

For each email the platform sends, the Console keeps a record of the recipient, the kind of email and whether the email provider accepted it.

Event Ops Copilot

Questions staff ask the Copilot, and its answers, are saved as conversations in the Console. A separate usage record notes the AI model used and the amount of processing, without the conversation text.

Security and abuse prevention

• Failed sign-in attempts are recorded with the email address and the IP address they came from, to protect accounts from password guessing.
• To limit automated sign-ups on bilberre.com, we keep a one-way hash of the IP address and of the email address for two days.
• Each Console keeps an audit log of significant changes: who made them, when, and what changed.
• If someone reports an event page with “Report this page”, we keep the report, the reporter’s email address if they give one, and a one-way hash derived from their IP address.

Visits to bilberre.com

We count visits to bilberre.com ourselves, on our own servers. We do not use analytics or advertising cookies, third-party analytics scripts, or fingerprinting, and we do not store your IP address. Our network provider tells us which country a visit came from. To count how many different people visited in a day, we use a code that changes every day and is discarded at the end of that day; it cannot link you to yesterday or tomorrow. If your browser sends Do Not Track or Global Privacy Control, we send nothing. While you browse, we keep a random identifier in your browser tab only; it ends when you close the tab. If you sign up for a lab, we keep the first page you landed on, the site that referred you (as its name, not the full address), and any campaign tags from the link, together with your sign-up — never the tab identifier, so your earlier browsing stays anonymous. We delete individual visit records after 13 months and keep only daily totals after that.

• The app is for the staff of organisations that use Bilberre. You enter your organisation’s workspace name and sign in with the email address and password your organisation set up for you. The app has no public sign-up.
• The app connects only to your organisation’s workspace under bilberre.com. It shows the guest information your role allows, and sends the check-ins, guest updates and raffle actions you make.
• The camera is used only to scan ticket QR codes. Camera images are not stored or uploaded.
• The app contains no advertising, analytics, crash-reporting or tracking software. It does not use your location or contacts, and it does not send push notifications.
• On your device, the app keeps your sign-in session, the workspace you chose and your preferences, such as language, gate name and sounds. Switching workspace signs you out and deletes everything the app kept for that workspace.

• To provide the service: to create and run Consoles, events, registrations, tickets, check-in, raffles and reports, as organisers set them up.
• To send service emails: sign-up confirmations, sign-in codes and links, password resets, team invitations, plan and usage notices, and Console deletion codes; and, on an organiser’s behalf, guests’ tickets, reminders, waitlist messages and raffle-winner messages.
• To keep the service secure: to protect sign-in, limit abuse, keep audit logs and look into reports.
• To answer you when you write to info@bilberre.com.

We do not sell personal information, and we do not use it for advertising.

The Event Ops Copilot answers staff questions about their events and drafts changes. Nothing changes until a person confirms. When an organiser creates an event from an uploaded brief, the same AI service reads the brief.

To answer, the Copilot sends the question, and the event information needed to answer it, to an AI model provider. This can include guest names, email addresses, employee numbers, registrations and arrivals. Requests go through OpenRouter by default, which passes them to the AI model it selects. A Console’s administrators can connect another supported provider, DeepSeek or BytePlus ModelArk, instead.

Copilot conversations stay in the Console so staff can return to them, and they are deleted with the Console.

We use these companies to run the service. They handle information only to provide their service to us.

• Contabo GmbH: the servers that host bilberre.com and every Console, with its database and files.
• Cloudflare, Inc.: domain names, network delivery and protection for everything under bilberre.com (Cloudflare sees visitors’ IP addresses to do this); forwarding of email sent to info@bilberre.com; and storage of our encrypted backups.
• Brevo: delivery of the emails the platform sends, unless the organisation connects its own email.
• Google: “Continue with Google” sign-in. Also Gmail, if an organisation connects its Gmail account to send its event emails; we then keep the access Google grants for sending. And Google Fonts, which event pages load from Google when the organiser chooses a Google font.
• OpenRouter (or DeepSeek or BytePlus ModelArk, where a Console connects them): the AI features.
• An organisation’s own email provider, if it connects one to send its event emails.

Our service providers are based in different countries: Contabo in Germany, Brevo in France, Cloudflare, Google and OpenRouter in the United States, and DeepSeek in China. Your information may therefore be processed outside the country where you live.

• When you sign in to a Console, bilberre.com and the Console pages set a cookie named bb_lab. It holds only the address of the Console you signed in to, so the website can offer you a link back to it. It lasts 30 days and is removed when you log out.
• Event and Console pages keep your language choice in a cookie for up to a year.
• Your sign-in session is kept in your browser’s local storage, not in a cookie. So are display preferences, such as paused motion or sound on bilberre.com.
• If you use “Continue with Google”, Google’s sign-in script loads from Google and is covered by Google’s own privacy policy.

We use no advertising or analytics cookies.

• Each Console’s data is kept in its own database, separate from every other Console.
• All traffic to bilberre.com, Consoles, event pages and the app is encrypted with HTTPS.
• Passwords are stored only as one-way hashes. Sign-in sessions expire, and staff sign in again at least every 12 hours.
• Tickets are signed, and each ticket is admitted once.
• Staff see only the events their role gives them.
• Backups are encrypted and stored away from the servers.

No system is perfectly secure. If you think you have found a security problem, please tell us at info@bilberre.com.

• Console information is kept while the Console exists, unless organisers remove it earlier, for example by deleting an event or resetting its guests. This covers the Console’s team, events, guests, files, email records, Copilot conversations and audit log.
• When a Console owner deletes the Console, its database, its sign-in accounts and its files are deleted, usually within minutes. We keep a basic record that the organisation was our customer: the organisation, the contact person’s name and email address, and the Console’s address. We also keep a record of the deletion.
• We take encrypted backups several times a day. Information deleted from a Console stays in backups made before the deletion until those backups expire.
• Sign-up confirmation links expire after 30 minutes. Sign-up rate-limit records are deleted after two days.
• We have not yet set a fixed period for every kind of record, such as sign-in security records. Where this policy gives no period, we keep information only while it is needed for the purposes described here.

• Export: a Console owner can download all of the Console’s records from Settings › Privacy and data. Passwords and sign-in secrets are left out, and uploaded files are not included. Staff with access can also export an event’s attendance as a CSV file.
• Delete: a Console owner can delete the Console from Settings › Privacy and data, confirming with the Console’s address and a code we email to them.
• Correct: organisers can edit guest and team details in their Console.
• Guests: please contact the event’s organiser first. If you write to us, we will pass your request to the organisation or help it respond.

You can also ask us at info@bilberre.com for access to, correction of, or deletion of information we hold about you. Depending on where you live, you may have further rights under data protection law.

Bilberre is a tool for organisations and the people who run their events. It is not directed at children, and we do not knowingly create Bilberre accounts for children. If you believe a child has given us information, contact us and we will help remove it.

We will post any change to this policy on this page and update the date at the top. If a change significantly affects how we handle your information, we will also tell Console owners by email.

For questions about this policy or about your information, write to info@bilberre.com. For help with the service, see bilberre.com/support/.